WORD PROCESSORS

• OBJECTIVES
– Define the terms word processor and word
processing
– Explain the purpose of word processors
– Compare word processors and typewriters
– Explain the merits and demerits of word
processors over typewriters
 DEFINITION OF WORD
PROCESSORS
• Word processor refer to a type of stand-
alone office machine, popular in the 1970s
and 1980s, combining the keyboard text-
entry and printing functions with a
dedicated processor.
• Word processing was one of the earliest
applications in office productivity
Many schools have begun to teach typing
and word processing to their students,
starting as early as elementary school.
Typically these skills are developed
throughout secondary school in
preparation for the business world.

Undergraduate students typically spend

many hours writing essays. Graduate and
doctoral students continue this trend, as
well as creating works for research and
publication.
Type writers are also used for word
processing
Typewriter
 Word processor in computing
• A word processor (more formally known
as document preparation system) is a
computer application used for the
production (including composition, editing,
formatting, and possibly printing) of any
sort of printable material.
• Word processing is the process of using
word processor to prepare text based
document
• Imagine you want to create this document
just as it is? Is it possible when using
typewriter?
 Task?
• Compare manual typewriter and computer
word processor?
 What is the purpose of computer
word processor
• Generally used to create documents such
as
– Letters
– Notes
– Reports
– Projects
– documentations
Types of word processors in market today
• With the rise of personal computers, and in particular
the IBM PC and PC compatibles, software-based
word processors running on general-purpose
commodity hardware gradually displaced dedicated
word processors, and the term came to refer to
software rather than hardware.

• Some programs were modeled after particular

dedicated WP hardware. MultiMate, for example, was
written for an insurance company that had hundreds
of typists using Wang systems, and spread from
there to other Wang customers.
• Other early word-processing software required users to
memorize semi-mnemonic key combinations rather than
pressing keys labeled "copy" or "bold." (In fact, many
early PCs lacked cursor keys; WordStar famously used
the E-S-D-X-centered "diamond" for cursor navigation,
and modern vi-like editors encourage use of hjkl for
navigation.)

• However, the price differences between dedicated word

processors and general-purpose PCs, and the value
added to the latter by software such as VisiCalc, were so
compelling that personal computers and word processing
software soon became serious competition for the
dedicated machines. Word Perfect, XyWrite,
Microsoft Word, Wordstar, pfs:

• Write and dozens of other word processing software

• Microsoft Word is the most widely used word
processing software. Microsoft estimates that
over 500,000,000 people use the Microsoft Office
suite,[2] which includes Word. Many other word
processing applications exist, including
WordPerfect (which dominated the market from
the mid-1980s to early-1990s on computers
running Microsoft's MS-DOS operating system)
and open source applications OpenOffice.org
Writer, AbiWord, KWord, and LyX.

• Web-based word processors, such as

Google Docs, are a relatively new category.
 So what are the merits of word
processor

• Using a computer to create, edit, and print

documents. Of all computer applications, word
processing is the most common. To perform
word processing, you need a computer, a
special program called a word processor, and a
printer. A word processor enables you to create
a document, store it electronically on a disk,
display it on a screen, modify it by entering
commands and characters from the keyboard,
and print it on a printer.
• The great advantage of word processing over
using a typewriter is that you can make changes
without retyping the entire document.

• If you make a typing mistake, you simply back up

the cursor and correct your mistake. If you want to
delete a paragraph, you simply remove it, without
leaving a trace. It is equally easy to insert a word,
sentence, or paragraph in the middle of a
document.

• Word processors also make it easy to move

sections of text from one place to another within a
document, or between documents. When you
have made all the changes you want, you can
send the file to a printer to get a hardcopy
 WORKING WITH WORD
PROCESSORS
OBJECTIVES
a)Describe the features of a word processor.
b)Start Microsoft word 2003
c)Identify the main parts of microsoft word
(screen layout)
d)Create simple documents
• Word processors vary considerably, but all word
processors support the following basic features:
Editing Features
– insert text: Allows you to insert text anywhere in the
document.
– delete text: Allows you to erase characters, words,
lines, or pages as easily as you can cross them out
on paper.
– cut and paste : Allows you to remove (cut) a section
of text from one place in a document and insert (paste
) it somewhere else.
– copy : Allows you to duplicate a section of text.
– page size and margins : Allows you to define
various page sizes and margins, and the word
processor will automatically readjust the text so that it
fits.
– search and replace : Allows you to direct the
word processor to search for a particular word
or phrase. You can also direct the word
processor to replace one group of characters
with another everywhere that the first group
appears.
– word wrap : The word processor
automatically moves to the next line when you
have filled one line with text, and it will
readjust text if you change the margins.
• Formatting features

• font specifications: Allows you to change fonts

within a document. For example, you can specify
bold, italics, and underlining. Most word
processors also let you change the font size and
even the typeface.
• footnotes and cross-references: Automates
the numbering and placement of footnotes and
enables you to easily cross-reference other
sections of the document.
• graphics : Allows you to embed illustrations and
graphs into a document. Some word processors
let you create the illustrations within the word
processor; others let you insert an illustration
produced by a different program.

• headers , footers , and page numbering:

Allows you to specify customized headers and
footers that the word processor will put at the top
and bottom of every page. The word processor
automatically keeps track of page numbers so
that the correct number appears on each page.
• layout : Allows you to specify different margins within a
single document and to specify various methods for
indenting paragraphs.
• macros : A macro is a character or word that represents
a series of keystrokes. The keystrokes can represent
text or commands. The ability to define macros allows
you to save yourself a lot of time by replacing common
combinations of keystrokes.
• merges: Allows you to merge text from one file into
another file. This is particularly useful for generating
many files that have the same format but different data.
Generating mailing labels is the classic example of using
merges.
• spell checker : A utility that allows you to check the
spelling of words. It will highlight any words that it does
not recognize.
• tables of contents and indexes: Allows you to
automatically create a table of contents and index
based on special codes that you insert in the
document.
• thesaurus: A built-in thesaurus that allows you to
search for synonyms without leaving the word
processor.
• windows : Allows you to edit two or more
documents at the same time. Each document
appears in a separate window. This is particularly
valuable when working on a large project that
consists of several different files.
• WYSIWYG (what you see is what you get):
With WYSIWYG, a document appears on the
display screen exactly as it will look when printed.
• Inserting graphics
– Graphics are non text images and pictures
• Creating tables
– Used to enter numerical data and perform
simple calculations
• Mail Merging
– Combine two different files to make one
 STARTING MICROSOFT WORD
• Procedure
– Click start on task bar

– From the pop up menu select All programs

– From the side kick menu click Microsoft office

– Select microsoft office word 2003

 Parts of microsoft word screen
• To begin, open Microsoft Word. Your
screen will look like the one shown here.
• The Title Bar
• is located at the very top of the screen. On
the Title bar, Microsoft Word displays the
name of the document on which you are
currently working. At the top of your
screen, you should see "Microsoft Word -
Document1" or a similar name.
• The Menu Bar
– The Menu bar is generally found directly
below the Title bar. The Menu bar displays the
menu. The Menu bar begins with the word
File and continues with Edit, View, Insert,
Format, Tools, Table, Window, and Help. You
use the menus to give instructions to the
software. Point with your mouse to a menu
option and click the left mouse button to open
a drop-down menu.
•You can now use the left and right arrow keys on your keyboard to move
left and right across the Menu bar options. You can use the up and down
arrow keys to move up and down the drop-down menu.
• Exercise 1
• Do the following exercise. It demonstrates using the
Microsoft Word menu.
• Click File on the Menu bar.
• Press the right arrow key until Help is highlighted.
• Press the left arrow key until Format is highlighted.
• Press the down arrow key until Styles and Formatting
are highlighted.
• Press the up arrow key until Paragraph is highlighted.
• Press Enter to select the Paragraph menu option.
• Click Cancel to close the dialog box.
• Toolbars
Toolbars provide shortcuts to menu commands. Toolbars are generally located just below
the Menu bar
The Standard Toolbar
•

• The Formatting Toolbar

• . Before proceeding with this lesson, make sure the toolbars you will use -- Standard
and Formatting -- are available. Follow these steps:
• Click View on the Menu bar.
• Highlight Toolbars.
• Standard and Formatting should have check marks next to them. If both Standard
and Formatting have heck marks next to them, press Esc three times to close the
menu.
• If they do not both have check marks, click Customize.
• Click the Toolbars tab.
• Point to the box next to the unchecked option and click the left mouse button to make
a check mark appear.
Note: You turn the check mark on and off by clicking the left mouse button.
• Click Close to close the dialog box.
• The Ruler
• The ruler is generally found below the main toolbars.
The ruler is used to change the format of your
document quickly. To display the ruler:

• Click View on the Menu bar.

• The option Ruler should have a check mark next to it. If
it has a check mark next to it, press Esc to close the
menu. If it does not have a check mark next to it,
continue to the next step.
• Click Ruler. The ruler now appears below the toolbars.
• Text Area
– Just below the ruler is a large area called the
"text area." You type your document in the
text area. The blinking vertical line in the
upper left corner of the text area is the cursor.
It marks the insertion point. As you type, your
work shows at the cursor location. The
horizontal line next to the cursor marks the
end of the document.
 Practice
• Create this paragraph
• The quick brown fox jumps over the lazy
dog.
• =rand (1,1)
 WORKING WITH WORD
PROCESSORS
OBJECTIVES
• create a document
• save a document
• retrieve a document
• close and exit Ms word
 CREATING A DOCUMENT
• The act of typing a new un-named document.
• The text typed appears on the text area

• Document Views
• In Word, you can display your document in one
of five views: Normal, Web Layout, Print
Layout, Reading Layout, or Online Layout.
• Normal View
• Normal view is the most often used and shows
formatting such as line spacing, font, point
size, and italics. Word displays multiple-
column text in one continuous column.
• Ensure the document is in the normal view

• To make sure you are in Normal view:

• Click View on the Menu bar.
• The icon next to Normal should have a
box around it. If the icon next to normal
has a box around it, press Esc to close the
menu. If the icon next to Normal does not
have a box around it, continue on to the
next step.
• Click Normal. You are now in Normal view.
• Web Layout
• Web layout view enables you to view your
document as it would appear in a browser
such as Internet Explorer.

• Print Layout
• The Print Layout view shows the
document as it will look when it is printed.
• Reading Layout
• Reading Layout view formats your screen
to make reading your document more
comfortable.

• Outline view
• Outline view displays the document in
outline form. Headings can be displayed
without the text. If you move a heading, the
accompanying text moves with it.
• Word 2002 In Word 2002, you can display your
document in one of four views: Normal, Outline, Page
Layout, or Online Layout.Normal viewNormal view is the
most often used and shows formatting such as line
spacing, font, point size, and italics. Word displays
multiple-column text in one continuous column.Outline
viewOutline view displays the document in outline form.
Headings can be displayed without the text.

• If you move a heading, the accompanying text moves

with it.Print Layout viewThe Print Layout view shows the
document as it will look when it is printed.Online Layout
viewThe Online Layout view optimizes the document for
online viewing (viewing the document in a browser such
as Internet Explorer).Before moving ahead,
 Terminologies to note
• During the lessons that follow, you will be asked
to "click" items. When asked to click:
Point to the item,Press your left mouse button
once.
• If you are asked to double-click an item:
Point to the item,Quickly press your left mouse
button twice ie in succession.
• If you are asked to right-click:
Point to the item, Press your right mouse button.
 Nonprinting Characters

• Certain characters do not print but do affect the

document layout. You can elect to see these
characters on the screen as you type or have
them remain invisible. For these lessons, you
should opt to see them onscreen. Here are most
of them:
Denotes a tab 
.. Denotes a space
¶ Denotes the end of a paragraph
.... Denotes hidden text
 Highlighting Text
• Throughout these lessons, you will be asked to highlight text. You can use
either of the following methods:
• Highlighting by Using the F8 and Arrow Keys
• Place the cursor before or after the text you wish to highlight and click the
left mouse button.
• Press the F8 key, which will serve as an "anchor" showing where text you
wish to highlight begins or ends.
• Press the appropriate arrow key (left arrow to move to the left or right arrow
to move to the right) until the text is highlighted. You can use the up or down
arrow key to highlight one line at a time. Press Esc to remove the anchor.
• Highlighting by Using the Mouse
• Place the cursor before or after the text you wish to highlight.
• Hold down the left mouse button.
• Move the mouse left, right, up, or down until the text is highlighted
 Highlighting Menu Items

• Menu Bar
• To select a Menu bar item:
• Click the Menu bar item. A drop-down menu will appear.
• To change the Menu bar option selected, move the mouse pointer
across the Menu bar.
Note: After you highlight an item on the Menu bar, you can also use
the left and right arrow keys to move across the Menu bar.
• Drop-Down Menu Items
• When you click any option on the Menu bar, a drop-down menu
appears. To choose a drop-down menu item:
• Click the drop-down menu item.
• Or
• Use the arrow keys to move up or down the drop-down menu.
• Press Enter to select a drop-down menu item.
 Placing the Cursor

• During the lessons, you will often be asked to place the cursor at a
specific location on the screen. You place the cursor by moving the
cursor to the specified location and pressing the left mouse button
or by using the arrow keys to move to the specified location.
• Choosing Menu Commands by Using the Alt Key
• There are many methods to accomplish tasks when you are using
Microsoft Word. Generally, when selecting items from the menu, we
will ask you to click or highlight the menu item. However, you can
also select a menu option by:
• Pressing the Alt key while typing the underlined letter on the Menu
bar.
• Typing the letter underlined on a drop-down menu. If a dialog box
appears, you can move around the dialog box by pressing the Alt
key and any underlined option.
 Shortcut Key Demonstration
• Hold down the Alt key and press "o" to select Format from the menu.
• Press "p" to select Paragraph from the drop-down menu.
• Hold down the Alt key and press "i" to select the Indents and Spacing tab.
• Hold down the Alt key and press "b" to select Before from the Spacing frame.
• Press Enter to close the dialog box.
• Shortcut Notations
• A key name followed by a dash and a letter means to hold down the key
while pressing the letter. For example, Alt-o means you should hold down the
Alt key while pressing "o." A shorthand notation of the above demonstration
would read as follows:
• Press Alt-o, p.
• Press Alt-i.
• Press Alt-b.
• Press Enter.
• Typists who are slowed down by using a mouse usually prefer using keys
 Starting a New Paragraph

• When you type in Microsoft Word, you do

not need to press a key to move to a new
line as you do when typing with a
typewriter. To start a new paragraph,
press the Enter key. 
Typing and Using the Backspace
Key

• The exercises that follow will teach you how to

enter and delete text. To enter text, simply type
just as you would if you were using a typewriter.
To capitalize, hold down the Shift key while
typing the letter. Use the Backspace key to
delete text. You do not need to press Enter to
start a new line -- Microsoft Word automatically
wraps at the end of the line. Press Enter to start
a new paragraph.
 SAVING A DOCUMENT
Save your file by following these instructions:
• Choose File on the menu bar. The following drop down
list appears
• From the drop down list, select Save As
• Specify the correct folder/location in the
Look In field.
• Name your file by typing suitable name in
the File Name field.
• Click Save.
• Open File
• To continue working on a file you previously
saved, you must open the file. To open the file
you used in Lesson 3:
• Choose File > Open from the menu.
• Make sure the folder you noted during the
previous lesson displays in the Look In field.
• The file is named "lesson3.doc." Type
lesson3.doc in the File Name field.
• Click Open. The file you created during the
previous lesson appears.
• Alternate Method -- Opening a File by
Using the Drop-Down Menu
• Click File.
• Look for the file name "lesson3.doc" near
the bottom of the drop-down menu.
• Click "lesson3.doc." The file you created
during the previous lesson opens.
 Close and Exiting Word
• Typically, you would save your work before close/exiting
• File close
• Close your file by following these instructions. You are
going to open a new file for the next exercise. Choose
File > Close from the menu.
• To exit Word:
• Click File.
• Click Exit, which can be found at the bottom of the drop-
down menu.
• If you have entered text, you will be prompted: "Do you
want to save changes to Document1?" To save your
changes, click Yes. Otherwise, click No.
 EDITING FEATURES
• OBJECTIVES
– Define the term editing
– Explain the types of editing features of
Microsoft word
– Describe various editing activities to a word
document
– Create a document then edit it
 Definition
• Editing refer to the process of making
changes/ correction to a document

• Editing features are categorised in to three

1. block options which include insert, overtype, delete,
copy, cut
2. Find and replace feature
3. Proof reading features which include autocorrect,
auto complete, thesaurus, spellings and grammar,
redo and undo
 Block options
• Selecting
– Refer to activating piece of text so as to
perform editing or formatting activity
• Highlighting by Using the Mouse
• Place the cursor before or after the text
you wish to highlight.
• Hold down the left mouse button.
• Move the mouse left, right, up, or down
until the text is highlighted
 Deleting
• Refer to erasing text
– Use the delete button to erase text to right of
cursor or
– Use the backspace key to erase text to the
left of cursor

Nb : If you select text and press any key the

text is deleted
• Inserting Text
• You can insert text. To insert text, you
must be in the Insert mode. To check to
see whether you are in the Insert mode,
look at the Status bar, located at the very
bottom of the screen. Look at the right side
of the Status bar. If the letters "OVR" are
gray, you are in the Insert mode. If the
letters "OVR" are black, you are in the
Overtype mode. 
•
Insert Mode

Overtype Mode
 .
• To change to the Insert mode:
• Double-click the letters "OVR."
• The letters "OVR" are now gray

• Alternate Method -- Setting Options by Using the Menu

• You can also use the menu to change to the Overtype mode.

– Choose Tools > Options from the menu. The Options dialog box opens.
– Click the Edit tab to choose the Edit tab.
– The Overtype Mode box should be blank. If the box is blank, click OK.

• If the Overtype Mode box is not blank, click the box to remove the
check mark. Then click OK.
• Alternate Method -- Setting Options by Using Key
•  You can use the keyboard to change to the Overtype mode.
– Press Alt-t, o.
– Click Edit.
– Press Alt-v (toggles between overtype and insert).
– Press Enter.
 Exercise
• Make sure the letters "OVR" are gray
before proceeding. You are going to insert
the word "blue" between the words "large"
and "boat."
• Place the cursor after the dot between the
words "large" and "boat."
– Type the word blue.
• Press the spacebar to add a space.
• The sentence should now read:
"Joe has a large blue boat."
•
Overtype
• You can type over the current text (replace
the current text with new text). However,
you must be in the Overtype mode. Do the
following to change to the Overtype mode.
• Double-Click "OVR" on the Status bar.
• The letters "OVR" should now be black.
• Make sure the letters "OVR" are black
before proceeding to the following
exercise.
 Exercise
• Change the word "blue" to "gray."
• Place the cursor before the letter "b" in
"blue."

• Type the word gray.

• The sentence should now read:
"Joe has a large gray boat."
 Cut and copy

• In Microsoft Word, you can cut (delete) text from one

area of a document and save that text so it can be
pasted elsewhere in the document. When you cut text, it
is stored on the Clipboard.

• You can also copy text. When you copy text, it is also
stored on the Clipboard. Information stored on the
Clipboard stays there until new information is either cut
or copied.
• Each time you execute Cut or Copy, you replace the old
information on the Clipboard with whatever you just cut
or copied. You can paste Clipboard information as often
as you like.
 procedure

• Cut - Using the Menu

• Assume you have typed the following:

• I want to move. I am content where I am.

• Highlight "I want to move."
• Choose Edit the menu.
• Then click Cut command from drop down list
• Your text should now read:
"I am content where I am."
• Paste - Using the Menu

Place the cursor after the period in the sentence "I am

content where I am."
• Choose Edit > Paste from the menu.
• Your text should now read
"I am content where I am. I want to move.“

• Alternate Method -- Cut by Using the Icon

• If you have the following:
I want to move. I am content where I am.
• Highlight "I want to move."Click the Cut icon .
• Your text should now read:
" I am content where I am."
• Alternate Method -- Paste by Using the
Icon
• Place the cursor after the period in the
sentence
"I am content where I am."
• Press the spacebar to leave a space.
• Click the Paste icon .
• Your text should now read:
"I am content where I am. I want to move."
•Alternate Method -- Cut by Using Keys
• Having typed the following:
I want to move. I am content where I am.
• Highlight "I want to move."
• Press Ctrl-x.
• Your text should now read.
" I am content where I am."
• Alternate Method -- Paste by Using Keys
• Place the cursor after the period in the sentence:
"I am content where I am."
• Press the spacebar to leave a space.
• Press Ctrl-v.
• Your text should now read.
  "I am content where I am. I want to move."
• Copy is Similar to cut and paste except
that cut transfer / move text while copy
duplicate the text. The copy icons is
shown on the standard tool bar or (ctrl+C)
 Find and replace
• When searching for a given word or
phrase in a large document, its tedious to
scroll through.
• Use the find feature to look for a word to
see how it has been used or edit it
• Procedure for find
– Select find command from edit menu
 On the find what location write the word
to find. Click find next
• After finding for a word click replace command
on find and replace dialog box

• On the replace with button type the word to

replace the original word
• Click replace or replace all
 Assignment

• What is the use of goto command in edit

menu ?
• What is the difference between replace
and replace all?
 Cont: Editing a document
• Objectives
– Define the term proof reading
– Explain proofreading features in Ms word
– Describe how to carry out proof reading
activities
• Proofreading is going through the entire
document scanning for mistakes so as to
correct them.
The features include
•Spellings and grammar check
• Thessauras
• Autocorrect
• Autocomplete
• Undo and redo
 Spellings and grammar check
• Mispelt word are underlined with red wavy
line while ungrammatical statements are
underlined with green wavy line . To
correct spelling mistakes either
a)Right click the mispelt word or
b)Press F7 key on the functional keys of
keyboard or
c)Use the spell check facility or
d) choose Tools > Spelling and Grammar from
the menu
• Spelling and grammar dialog box appears
• The dialog box shows
– The error ie Not in dictionary (googlee)
– Suggestions-google, goggle, googlies, goggles, goggled, gouge
– Ignore once ignores only that error.
– Ignore all ignore the error and any successive occurrence of the
same
– Add to dictionary-is not highly recommended
– Change- change only the word
– Change all corects the word and any other occurrence
– Find out on the use of:-
• autocorrect ?
• Options ?
• Undo ?
• Cancel ?
 Thesaurus
• A computer dictionary that provides
meaning, synonyms and antonyms of
words used
• Click to tools>language> Thessauras`